Administrative Assistant Estates & Facilities

Job overview

• 1.1 The role is to provide Administrative support to the Executive Assistant Estates & Facilities, Executive Director and Associate Director for Estates & Facilities, the senior management and directorates, working as part of the wider Estates & Facilities team. 1.2 A fundamental part of the administration team providing a comprehensive, professional and effective service in line with current NHS standards and directives to meet the needs of the team. 1.3 To deputise for the Executive Assistant in their absence.

Main duties of the job

1.1      To be highly skilled and experienced in the full range of secretarial work practices & software programs.

1.2      Arrange and attend meetings, taking, transcribing and disseminating minutes in a timely manner.

1.3      Produce spreadsheets and KPI’s using appropriate programs to create a variety of documents. Co-Ordinate reports, gathering and formatting information from diverse sources according to agreed deadlines.

1.4      Deputise for the Executive Assistant in their absence or as requested, undertaking all secretarial and administrative functions.

1.5      Managing the Estates & Facilities helpdesk, instructing Engineers and contractors with any maintenance required.

1.6      Responsible for internal/external telephone calls, email, post and routine enquiries in an appropriate manner. Drafting replies on behalf of team members as required and organise priorities and relaying information in a timely manner.

1.7      Raise requisitions and receipt invoiced goods on Finance and Procurement Systems in accordance with policies and procedures.

1.8      Publish and update accurate information on the Trust Intranet site and databases as and when required.

1.9      Action taking for monthly environmental audits with departmental Heads.

1.10   Organise diaries, appointments, large and small meetings, workshops and functions.

Detailed job description and main responsibilities

• 1.    Main working relationships

1.1      Internal

• Executive Assistant E & F
• Director & Associate Director E & F
• Head of Estates
• Compliance Manager
• Capital Projects Manager
• Estates Operations Officers
• Estates maintenance and project teams
• Senior hospital Management teams
• Trust Procurement Leads
• Trust Finance Leads
• All Trust employees as required

1.2      External

• Contractors and suppliers
• Professional bodies
• Key Regulators
• Consultant Architects
• Engineers
• CDM Co-Ordinators
• Structural Engineers and other construction professionals